Consigli Construction Co., Inc. Executive Assistant- Pleasant Valley in Pleasant Valley, New York
Executive Assistant- Pleasant Valley Human Resources Pleasant Valley, NY * ID: 2763-365 * Full-Time/Regular Interested in an outstanding opportunity to become part of a team with a stellar reputation as a community engaged Employer of Choice? Established in 1905, Consigli has grown over the last 100 years from a local fourth generation family business into one of the largest construction managers and general contractors in the Northeast and Mid-Atlantic regions. In 2018, we transitioned to 100-percent employee-ownership. Nationally ranked as one of Forbes 2021 Best Midsize employers and as one of the Best Places to Work by the Boston Globe, the Hartford Business Journal, and MaineBiz, our culture draws raw talent from college interns to seasoned veterans with substantial years of experience in their field. We credit empowerment, innovation and "thinking great" for our continual growth and success. Most important, we are thankful for our employees and are proud to have one of the most exciting project portfolios in the business. Executive Assistant: Supports the Chief Executive Officer by attending to administrative details and procedural processes, and by coordinating scheduling, projects, presentations and meetings. Priorities include managing tasks to ensure deadlines are met and managing deadline driven organizational objectives to maximize efficiency. The Executive Assistant takes initiative to ensure consistent performance of activities, manages correspondence and maximizes the CEO's ability to attend to key business requirements. The successful Executive Assistant demonstrates excellent interpersonal and communication skills, time management and organizational skills, as well the ability to interact with all levels of staff and visitors, while remaining proactive, flexible, resourceful, efficient and friendly. In this role, the Executive Assistant performs all duties with the utmost discretion and attention to detail, while maintaining the appropriate degree of confidentiality at all times. Primary support is to the CEO, but includes limited support for the General Counsel, and support for additional members of the C-level Office Staff and/or the Executive Committee may be required. Required Skills General Administration Develop and maintain accurate, efficient executive assistant's plan based on actual needs of the CEO to ensure he is supported. Develop clear understanding of key business development and client relationships and develop relationships with administrative peer contacts within those organizations Maintain and update all contacts, files, folders and other information resources as required Maintain important and confidential business and legal files. Coordinate executive functions, interface of calendars, and high-level event planning. Perform personal tasks for the CEO as directed and required and coordinate all daily and overnight domestic and international travel. Successfully represent the CEO and act as the "face" of the company. Manage office operations and relationships as necessary. Calendar, Appointments & Meetings Strong knowledge of Microsoft Outlook required, resourceful use of Outlook to assist in efficient management of appointments and overall calendar Effectively manage meeting calendar to create time efficiency such as: be knowledgeable of meeting subject manner & expectations; restrict the number of out of office meetings scheduled in one week; attempt to reduce travel time per week by having more meetings convenient to CEO's home, office, or close to home at end of day; allow appropriate travel time between meetings based on location; insure that proper agendas have been set for meetings and insure materials are distributed to allow attendees to be prepared; Fix calendar conflicts, help prioritize needs, block out time for planning and reading, filter unneeded requests Review the weekly calendar with the CEO to help identify conflicts and revisions When they chair meetings: Prepare agenda in advance; arrange meeting facilities and amenities for attendees; if needed act as recording secretary; prepare action minutes and distribute to attendees Interact with internal and external executives, clients, consultants, vendors and other partners and stakeholders to coordinate a variety of complex meetings and events Correspondence and Email Manage all CEO email communications and correspondence Print and organize attachments as requested Assist with archiving e-mail & attachments Check deadlines on incoming requests Develop routine to monitor timely completion of replies, action items and tasks Research, draft or abstract reports as needed for correspondence Telephone Receive and prioritize incoming calls and voice mail messages when the CEO is not available to receive personally Return calls and/or arrange callback appointments Provide back-up materials for callbacks Route calls to other executives and/or departments as appropriate Maintain and update contacts Projects/Proposals Handle administrative detail for projects, coordinating with Business Development, Marketing and other executives or departments as needed in order to maximize impact and promote success Assist with assembly of high quality and professional materials for presentations using knowledge of Microsoft Office tools, including PowerPoint. Seek training on additional competencies/develop scope of role and responsibilities Visitors Introduce visitors as needed; control interruptions Provide research, reports and other back-up data as needed in order to maximize productivity of one on one meetings and interviews Arrange amenities as needed. Ability to protect and maintain confidentiality. Required Experience Excellent attention to detail and follows through on all task. Ability to multi-task in a fast paced, deadline-driven environment. Excellent written and verbal communication skills. Excellent organizational and time management skills, ability to maintain a high level of productivity while working independently. Ability to reach sound conclusions and demonstrate good judgment Advanced degree plus ten years relevant experience or an equivalent combination of education and experience. Previous experience supporting top executives in a professional services firm required. An Affirmative Action / Equal Opportunity Employer Consigli provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. An Affirmative Action / Equal Opportunity Employer. Consigli provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.